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Introduction
     to
  Business
   Writing
Lessons
•   Lesson 1: Overview
•   Lesson 2: What is good business writing?
•   Lesson 3: Who are our readers?
•   Lesson ...
Lesson 1: Overview
Module objectives
• Meet the needs of different types of
  readers
• Use structure and language effectively
• Avoid unnece...
Lesson 1 summary
Questions?
Lesson 2: What is good business
           writing?
Lesson 2 objectives
• Identify the differences between clear and
  unclear writing
• Define the attributes of good busines...
Activity 2.1: Which report on
          finding do you prefer?
Objective: To explore what good business writing is by comp...
Activity 2.2: Reviewing client feedback
Objective: To explore the impact of our writing on our
clients

Time: 5 minutes
Di...
Why clear writing is important
• Our writing is one of our key activities and
  outputs
• We are more productive if we wri...
Lesson 2 summary
Questions?
Lesson 3: Who are our readers?
Lesson 3 objectives

• Identify the different types of readers
• Describe the needs of different readers
• Explain how to ...
Preparing to write
Types of documents you might write
• Reports for clients
• Emails and letters
    – Internal
    – External
•   Internal s...
Your role in writing these documents
                might include:
•    Requesting, gathering and organizing information
...
Think before you write. Ask yourself:
• Why am I writing?
• Who is my
  reader?
• What do I want
  my reader to
  know, fe...
Our readers come first. Who are they?




 Strategist     Manager        “Doer”
Activity 3.1: Writing for our readers
Objective: To consider the different types of readers of our documents and
their nee...
Lesson 3 summary
Questions?
Lesson 4: Using structure effectively
Lesson 4 objectives
• Explain how effective writing helps strengthen
  your corporate’s brand and reputation
• Identify th...
Writing to strengthen our brand
The Achieving Potential principles
•   Engage proactively
•   Make the complex clear
•   Integrate diverse perspectives
• ...
Clear writing
Six elements of clear writing
           ► Structure
           ► Content
           ► Language
           ► Presentation
...
Structure is also important for
                 clear writing
►   What is the purpose of structure?
    ►   Provides a fr...
Activity 4.1: Structuring paragraphs
Objective: To practice structuring paragraphs

Time: 15 minutes

Directions:
   – Wor...
Lesson 4 summary
Questions?
Lesson 5: Grammar and style
Lesson 5 objectives
• Identify some of the grammatical errors
  people frequently make and how to correct
  them
• Correct...
Activity 5.1: Spot the deliberate
                mistake
Objective: To spot and correct common mistakes in
grammar and us...
Corporate global writing style
Corporate global writing style
►   Presents a consistent image globally
►   corporate style guidance:
    ►   Achieving po...
Activity 5.2: Writing in corporate
               global style
Objective: To spot and correct text to meet corporate writi...
Avoiding unnecessary risk in our
            writing
Our words can expose corporate to
        unnecessary risk
• Avoid language that may be difficult to prove in court
• Ask ...
Activity 5.3: Reducing unnecessary
         risk in our writing
Objective: To practice using language in a way that
protec...
Lesson 5 summary
Questions?
Lesson 6: Using language
       effectively
Lesson 6 objectives
• Identify ways to use language clearly and
  effectively within the context of our work
• Rewrite tex...
Writing in clear English
The six rules of writing in clear English

•   Write your verbs in the active, not passive, form
•   Prefer verbs to nouns...
Active or passive verbs?
• What is the difference between a verb in
  the active voice and a verb in the passive
  voice? ...
The love of nouns in business
           English
Post-operative complications reduction
procedure alignment initiative
Nominalization
Try to turn the following nouns into verbs in your writing.

 Noun               Verb           Noun       ...
“You” and “we”
• Use “you” and “we.”
• It helps us connect with the reader.
• Example:
   X    Clients benefit from our se...
Clear English alternatives
Complex words                Simpler alternatives
► Accordingly                • So
► Notwithst...
Unnecessary words and phrases
Redundant words/phrases   Simpler alternatives
► Completely finish       • Finish
► Decide u...
Clarifying jargon
Jargon                    Simpler alternatives
• Benchmarking            • Measuring
• Core message     ...
Activity 6.1: Writing in clear English
Objective: To practice writing in clear English

Time: 25 minutes

Directions:
   –...
Activity 6.2: Rewriting text in clear
                  English
Objective: To practice applying the rules of clear English...
The six rules of writing in clear English
• Write your verbs in the active, not passive,
  form
• Prefer verbs to nouns
• ...
What is expected of writers at
         corporate?
What is expected of us as writers at
    corporate —a strategic view
• Writing in a way that reflects commercial awareness...
What is expected of us as writers at
    corporate — getting the detail right
•   Clear, unambiguous writing
•   Grammatic...
Lesson 6 summary
Questions?
Reflections on learning
Reflections on learning
• What are the two key
  things you learned
  that have had the
  greatest impact on
  you today?
...
Module close
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Ssw presents introduction to business writing skills module Slide 1 Ssw presents introduction to business writing skills module Slide 2 Ssw presents introduction to business writing skills module Slide 3 Ssw presents introduction to business writing skills module Slide 4 Ssw presents introduction to business writing skills module Slide 5 Ssw presents introduction to business writing skills module Slide 6 Ssw presents introduction to business writing skills module Slide 7 Ssw presents introduction to business writing skills module Slide 8 Ssw presents introduction to business writing skills module Slide 9 Ssw presents introduction to business writing skills module Slide 10 Ssw presents introduction to business writing skills module Slide 11 Ssw presents introduction to business writing skills module Slide 12 Ssw presents introduction to business writing skills module Slide 13 Ssw presents introduction to business writing skills module Slide 14 Ssw presents introduction to business writing skills module Slide 15 Ssw presents introduction to business writing skills module Slide 16 Ssw presents introduction to business writing skills module Slide 17 Ssw presents introduction to business writing skills module Slide 18 Ssw presents introduction to business writing skills module Slide 19 Ssw presents introduction to business writing skills module Slide 20 Ssw presents introduction to business writing skills module Slide 21 Ssw presents introduction to business writing skills module Slide 22 Ssw presents introduction to business writing skills module Slide 23 Ssw presents introduction to business writing skills module Slide 24 Ssw presents introduction to business writing skills module Slide 25 Ssw presents introduction to business writing skills module Slide 26 Ssw presents introduction to business writing skills module Slide 27 Ssw presents introduction to business writing skills module Slide 28 Ssw presents introduction to business writing skills module Slide 29 Ssw presents introduction to business writing skills module Slide 30 Ssw presents introduction to business writing skills module Slide 31 Ssw presents introduction to business writing skills module Slide 32 Ssw presents introduction to business writing skills module Slide 33 Ssw presents introduction to business writing skills module Slide 34 Ssw presents introduction to business writing skills module Slide 35 Ssw presents introduction to business writing skills module Slide 36 Ssw presents introduction to business writing skills module Slide 37 Ssw presents introduction to business writing skills module Slide 38 Ssw presents introduction to business writing skills module Slide 39 Ssw presents introduction to business writing skills module Slide 40 Ssw presents introduction to business writing skills module Slide 41 Ssw presents introduction to business writing skills module Slide 42 Ssw presents introduction to business writing skills module Slide 43 Ssw presents introduction to business writing skills module Slide 44 Ssw presents introduction to business writing skills module Slide 45 Ssw presents introduction to business writing skills module Slide 46 Ssw presents introduction to business writing skills module Slide 47 Ssw presents introduction to business writing skills module Slide 48 Ssw presents introduction to business writing skills module Slide 49 Ssw presents introduction to business writing skills module Slide 50 Ssw presents introduction to business writing skills module Slide 51 Ssw presents introduction to business writing skills module Slide 52 Ssw presents introduction to business writing skills module Slide 53 Ssw presents introduction to business writing skills module Slide 54 Ssw presents introduction to business writing skills module Slide 55 Ssw presents introduction to business writing skills module Slide 56 Ssw presents introduction to business writing skills module Slide 57 Ssw presents introduction to business writing skills module Slide 58 Ssw presents introduction to business writing skills module Slide 59 Ssw presents introduction to business writing skills module Slide 60 Ssw presents introduction to business writing skills module Slide 61 Ssw presents introduction to business writing skills module Slide 62 Ssw presents introduction to business writing skills module Slide 63 Ssw presents introduction to business writing skills module Slide 64 Ssw presents introduction to business writing skills module Slide 65 Ssw presents introduction to business writing skills module Slide 66
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Ssw presents introduction to business writing skills module

  1. 1. Introduction to Business Writing
  2. 2. Lessons • Lesson 1: Overview • Lesson 2: What is good business writing? • Lesson 3: Who are our readers? • Lesson 4: Using structure effectively • Lesson 5: Grammar and style • Lesson 6: Using language effectively
  3. 3. Lesson 1: Overview
  4. 4. Module objectives • Meet the needs of different types of readers • Use structure and language effectively • Avoid unnecessary risk in writing • Adhere to corporate’s writing style
  5. 5. Lesson 1 summary
  6. 6. Questions?
  7. 7. Lesson 2: What is good business writing?
  8. 8. Lesson 2 objectives • Identify the differences between clear and unclear writing • Define the attributes of good business writing • Explain the importance of good business writing
  9. 9. Activity 2.1: Which report on finding do you prefer? Objective: To explore what good business writing is by comparing different types of writing Time: 15 minutes Directions: – Read both versions in PM 2.1, Activity 2.1: Which report on findings do you prefer? – Determine the version you prefer – Work with your team to determine why you prefer the version you selected and not the other – List your reasons for liking your preference and disliking the other version on flip chart paper – Present your reasons to the class
  10. 10. Activity 2.2: Reviewing client feedback Objective: To explore the impact of our writing on our clients Time: 5 minutes Directions: – Read PM 2.2, Activity 2.2: Reviewing client feedback — client feedback letter – Reflect on what our clients want and expect from us as writers
  11. 11. Why clear writing is important • Our writing is one of our key activities and outputs • We are more productive if we write efficiently • When our writing focuses on our reader’s needs, we strengthen our brand and reputation • Clear writing reflects on you personally
  12. 12. Lesson 2 summary
  13. 13. Questions?
  14. 14. Lesson 3: Who are our readers?
  15. 15. Lesson 3 objectives • Identify the different types of readers • Describe the needs of different readers • Explain how to meet the needs of different readers
  16. 16. Preparing to write
  17. 17. Types of documents you might write • Reports for clients • Emails and letters – Internal – External • Internal status reports • Descriptions of process flows • Management letters • Analytics • Findings • Recommendations • Manuals
  18. 18. Your role in writing these documents might include: • Requesting, gathering and organizing information • Preparing arguments • Drafting sections of reports • Summarizing information • Interpreting/making assumptions from data and writing some narrative about it • Formatting • Indexing • Cross-referencing • Proofreading
  19. 19. Think before you write. Ask yourself: • Why am I writing? • Who is my reader? • What do I want my reader to know, feel and do? “Meaning is not contained in words. In writing, meaning is contained in the response our words generate from our readers, rather than in the words themselves.” — Achieving potential through words:
  20. 20. Our readers come first. Who are they? Strategist Manager “Doer”
  21. 21. Activity 3.1: Writing for our readers Objective: To consider the different types of readers of our documents and their needs Time: 10 minutes Directions: – You have been assigned a type of reader – Think about the strategists/managers/”doers” in the organizations for which you work • What is on their minds? – Issues, challenges, etc. • What are they looking for in a report? • What parts of a report are they most likely to be interested in? • How can we meet their needs? – Summarize your thoughts on a flip chart
  22. 22. Lesson 3 summary
  23. 23. Questions?
  24. 24. Lesson 4: Using structure effectively
  25. 25. Lesson 4 objectives • Explain how effective writing helps strengthen your corporate’s brand and reputation • Identify the six elements of effective writing • Create a well-structured paragraph
  26. 26. Writing to strengthen our brand
  27. 27. The Achieving Potential principles • Engage proactively • Make the complex clear • Integrate diverse perspectives • Always ask “what is next?”
  28. 28. Clear writing
  29. 29. Six elements of clear writing ► Structure ► Content ► Language ► Presentation ► Navigation ► Process Purpose Elements Reader
  30. 30. Structure is also important for clear writing ► What is the purpose of structure? ► Provides a framework ► Gives form to thoughts ► Drives the narrative
  31. 31. Activity 4.1: Structuring paragraphs Objective: To practice structuring paragraphs Time: 15 minutes Directions: – Work with your team to sort the sentences into two paragraphs – Put the sentences in the correct order – Then put the paragraphs in the correct order – Tape them to your flip chart
  32. 32. Lesson 4 summary
  33. 33. Questions?
  34. 34. Lesson 5: Grammar and style
  35. 35. Lesson 5 objectives • Identify some of the grammatical errors people frequently make and how to correct them • Correct text so it conforms to corporate global writing style • Edit writing so it avoids exposing your corporate to unnecessary risk
  36. 36. Activity 5.1: Spot the deliberate mistake Objective: To spot and correct common mistakes in grammar and usage Time: 15 minutes Directions: – Refer to PM 5.1, Activity 5.1: Spot the deliberate mistake – Work through the items in the document, adding the correct answers over the items provided, as if editing the copy
  37. 37. Corporate global writing style
  38. 38. Corporate global writing style ► Presents a consistent image globally ► corporate style guidance: ► Achieving potential through words: corporate global writing and style guide ► A brief guide to writing for corporate
  39. 39. Activity 5.2: Writing in corporate global style Objective: To spot and correct text to meet corporate writing style Time: 15 minutes Directions: – Refer to PM 5.3, Activity 5.2: Writing in corporate global style for detailed directions – Work through the items in the document, correcting the items, as if editing the copy – Refer to PM 5.2, A brief guide to writing for corporate for help – Be prepared to share the corporate writing style guideline you used to make the corrections
  40. 40. Avoiding unnecessary risk in our writing
  41. 41. Our words can expose corporate to unnecessary risk • Avoid language that may be difficult to prove in court • Ask yourself if you can offer substantive evidence of your claim • Do not over-promise or lead a client to expect a result that is greater than, or different from, what we expect to deliver • Avoid making promises — expressed or implied — of certain outcomes, results or value • Avoid implying corporate will either take responsibility for or implement suggested approaches, or make decisions that are the responsibility of client management
  42. 42. Activity 5.3: Reducing unnecessary risk in our writing Objective: To practice using language in a way that protects corporate Time: 20 minutes Directions: – Work in pairs – Read through the statements in PM 5.5, Activity 5.3: Reducing unnecessary risk in our writing – Look for any statements that you think would expose corporate to unnecessary risk – Rewrite the statements to reduce the risk
  43. 43. Lesson 5 summary
  44. 44. Questions?
  45. 45. Lesson 6: Using language effectively
  46. 46. Lesson 6 objectives • Identify ways to use language clearly and effectively within the context of our work • Rewrite text so it is easier to read
  47. 47. Writing in clear English
  48. 48. The six rules of writing in clear English • Write your verbs in the active, not passive, form • Prefer verbs to nouns • Use “you” and “we” • Keep sentences short and simple in structure • Use everyday words • Remove redundant words
  49. 49. Active or passive verbs? • What is the difference between a verb in the active voice and a verb in the passive voice? Active verbs are more direct, more emphatic and more concise than passive verbs. X won the The contract was contract. won by X. Active Passive
  50. 50. The love of nouns in business English Post-operative complications reduction procedure alignment initiative
  51. 51. Nominalization Try to turn the following nouns into verbs in your writing. Noun Verb Noun Verb ► Arrangement ► Arrange ► Intention ► Intend ► Attachment ► Attach ► Management ► Manage ► Calculation ► Calculate ► Modification ► Modify ► Consideration ► Consider ► Notification ► Notify ► Consultation ► Consult ► Production ► Produce ► Decision ► Decide ► Recommendation ► Recommend ► Definition ► Define ► Registration ► Register ► Demonstration ► Demonstrate ► Requirement ► Require ► Description ► Describe ► Revision ► Revise ► Estimation ► Estimate ► Settlement ► Settle ► Implementation ► Implement ► Submission ► Submit
  52. 52. “You” and “we” • Use “you” and “we.” • It helps us connect with the reader. • Example: X Clients benefit from our service. You benefit from our service.
  53. 53. Clear English alternatives Complex words Simpler alternatives ► Accordingly • So ► Notwithstanding • Even if, despite, still, yet, but ► In conjunction with • With ► In view of the fact that • As, because ► With reference to • About, concerning ► Verify • Check, prove ► Stipulate • State, set, lay down
  54. 54. Unnecessary words and phrases Redundant words/phrases Simpler alternatives ► Completely finish • Finish ► Decide upon • Decide ► In close proximity • Close ► In conjunction with • With ► Problem area • Problem ► Fully expect • Expect ► Meet with • Meet ► Study in depth • Study ► Whole point • Point
  55. 55. Clarifying jargon Jargon Simpler alternatives • Benchmarking • Measuring • Core message • Main point • External challenge • Outside pressures • Framework • Guide • Level playing field • All equal • Partnership working • Working together • Prioritization • Most important • Slippage • Delay
  56. 56. Activity 6.1: Writing in clear English Objective: To practice writing in clear English Time: 25 minutes Directions: – Refer to PM 6.1, Activity 6.1: Writing in clear English – Work in pairs – Rewrite the sentences using the principles you have learned. – Be prepared to share the corrections you make
  57. 57. Activity 6.2: Rewriting text in clear English Objective: To practice applying the rules of clear English Time: 15 minutes Directions: – Refer to PM 6.2, Activity 6.2: Rewriting text in clear English – Read the document – Rewrite the text on a separate sheet of paper
  58. 58. The six rules of writing in clear English • Write your verbs in the active, not passive, form • Prefer verbs to nouns • Use “you” and “we” • Keep sentences short and simple in structure • Use everyday words • Remove redundant words
  59. 59. What is expected of writers at corporate?
  60. 60. What is expected of us as writers at corporate —a strategic view • Writing in a way that reflects commercial awareness and takes into account risk and contractual obligations • Making complex issues easy to understand • Managing oneself effectively as a writer • Using the right tone • Getting the detail right, so that senior staff — whose time costs more — can concentrate on taking a strategic view
  61. 61. What is expected of us as writers at corporate — getting the detail right • Clear, unambiguous writing • Grammatical accuracy and consistency • Good logical flow • Helpful headings • Correct formatting • Lack of repetition and unnecessary words
  62. 62. Lesson 6 summary
  63. 63. Questions?
  64. 64. Reflections on learning
  65. 65. Reflections on learning • What are the two key things you learned that have had the greatest impact on you today? • How will you apply what you learned to your work?
  66. 66. Module close
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Introduction to Business Writing Skills- a survival tool kit for every professional.

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